Admin, Finance & Logistic Officer

S.W. Nepal Pvt. Ltd. (Scott Wilson Nepal)

Terms of Reference

Position: Admin, Finance & Logistic Officer

Project: USAID Local Works Support

Contractor: S.W. Nepal Pvt. Ltd. (Scott Wilson Nepal/SWN)

Duration: Five years, commencing January 8, 2024

Location: S.W. Nepal Pvt. Ltd. (Scott Wilson Nepal), Maharajgunj, Kathmandu

Reports to: Financial & Risk Management Manager

Background

The United States Agency for International Development (USAID) Mission to Nepal has awarded S.W. Nepal Pvt. Ltd. a contract to provide dedicated, long-term support to USAID’s flagship locally led development program, Local Works. This initiative aims to capacitate local actors—including individuals, communities, networks, civil society organizations (CSOs), private entities, and governments—to lead the development process, including priority setting, developing solutions, decision-making, and overall management.

Local Works has operated in 32 countries since 2015, aligning with Congressional legislation to integrate locally led development practices into USAID’s operations. The USAID Local Works Support, facilitated by S.W. Nepal Pvt. Ltd., will provide services such as organizational capacity development (OCD), third-party monitoring, risk assessment, and coordination. The initiative focuses on improving cooperation, coordination, and co-creation among local actors, including USAID Mission to Nepal, local beneficiaries, and local governments. All activities will emphasize gender equality and social inclusion (GESI) and diversity, equity, inclusion, and accessibility (DEIA).

Position Description

The Admin, Finance & Logistic Officer will support the management of administration, finances, and program logistics for SWN/USAID Local Works Support and SWN. This role ensures compliance with USAID, S.W. Nepal Pvt. Ltd., and relevant Nepalese laws and regulations.

Essential Responsibilities

A) Admin, Finance, and Auditing:

• Prepare vouchers as per the double entry system, manually or using accounting software, after reviewing receipts, travel bills, travel orders, and other supporting documents.
• Submit monthly financial reports in prescribed formats along with advance details, bank reconciliation, and cash verification to the Kathmandu Office.
• Assist in updating and consolidating financial reports.
• Prepare cash forecasts and coordinate internal fund transfers.
• Claim VAT, deposit TDS, and verify E-TDS as per the prevailing Income Tax Act of Nepal.
• Record and update personnel leaves, medical records, timesheets, worksheets, and credentials.
• Manage petty cash, office, and administrative expenses, reporting to the FRMM.
• Process cash and bank payments in compliance with Activities & S.W. Nepal procedures.
• Ensure monthly disbursement of salaries, rent, utilities, and other payments.
• Reconcile all bank and cash accounts, cash boxes, cheque books, BRS, bank statements, payables, receivables, advances, and sub-partner activities monthly.
• Keep transactions up to date on ledger books, Excel sheets, and relevant accounting systems.
• Review and ensure settlement of all advances and proper documentation.
• Support budget modifications and prepare consolidated final financial reports.
• Collect and file pending invoices and supporting documents ensuring compliance with Activity financial procedures.
• Facilitate internal and external audits, prepare required documents, and follow up on internal control systems.

B) Logistics & Program Management:

• Supervise and review vehicle logbooks, personal motorbike logbooks, telephone logbooks, and asset maintenance logbooks monthly.
• Prepare and update inventory records, ensuring accuracy.
• Conduct physical verification of expendable and non-expendable items twice a year.
• Arrange venues, materials, and logistics for workshops, seminars, trainings, and meetings and field trips.
• Procure goods and services as per project requirements and budget.
• Safeguard fixed assets and maintain records.
• Make sure that the office vehicle is well maintained.
• Track expiration dates of staff medical and accidental insurances, vehicle insurances, taxes, pollution tests, and renewals.
• Coordinate outreach activities and support training workshops.
• Collaborate with subcontractors and implementing partners as directed.

C) Other Responsibilities:

• Ensure a safe and equitable workplace, supporting women and disadvantaged groups.
• Support relevant activities included in the forthcoming direct support by USAID to the Government of Nepal.
• Perform other tasks as assigned by the Immediate Supervisor or Functional Manager.

Qualifications and Requirements

Education:

• Minimum bachelor’s degree in finance management, commerce, accounting, or equivalent.

Experience:

• Minimum 5 years of experience in project accounting and finance management using standard software (e.g., FAMAS).
• Mandatory motorbike license.
• Ability to work under time pressure and willingness to travel as needed.
• Ability to work in a cross-cultural environment.
• Strong team coordination, listening, and consensus-building skills.

Language:

• Ability to prepare reports in English and Nepali.

Commitment to Diversity: We seek to cultivate an environment of equal employment opportunities devoid of discrimination, misconduct, fraud, and abuse. Our commitment to Diversity, Equity, Inclusion, and Accessibility (DEIA) and Localization guides our hiring practices, staff retention, growth, and policy implementation. We value diversity in all its forms, including age, race, ethnicity, religion, gender, sexual orientation, disability status, and cultural background. We welcome and encourage applications from individuals of all backgrounds, experiences, and perspectives, recognizing the rich tapestry of the communities in which we live and work.

TO APPLY

Interested candidates are encouraged to apply by emailing your CV, indicating your current address in Kathmandu, no later than 11th August 2024, at info@swnepal.com.np, before 5 p.m. A cover letter is not required at this stage.

Only shortlisted candidates who meet the criteria will be contacted for the interview. We encourage candidates of diverse backgrounds, including women and those who are differently abled, to apply.

The potential applicants are encouraged to visit www.swnepal.com.np for more details on our team, location, and services.